User Guide

This guide explains how to run the Lot Allocation report, review allocation entries, view allocated quantities on sales orders, and work with item tracking lines.

Running the Lot Allocation Report

The Lot Allocation report is the primary tool for automatically assigning lot numbers to orders.

To run the report

  1. Choose the search icon (ALT+Q), enter Lot Allocation, and then choose the related link.
  2. On the Lot Allocation report request page, fill in the field belows as needed.
  3. Choose OK to execute the report.
Field Description
Only delete automatic allocations Check this box to remove previously created automatic allocations without creating new ones. Use this to "reset" allocations before re-running the report.
Start Date (Required) Specifies the earliest shipment date to include in the allocation process. Only orders with shipment dates on or after this date will be processed.
End Date (Required) Specifies the latest shipment date to include in the allocation process. Only orders with shipment dates on or before this date will be processed.
Item No. (Optional) Filter to allocate lots for a specific item only. Leave blank to process all eligible items.
Order No. (Optional) Filter to allocate lots for a specific order only. Leave blank to process all eligible orders.
Location Filters (Optional) Use the Location filter to limit which locations are processed. By default, only locations with Use Lot Allocation Picking enabled are included.

Report processing

The report performs the following steps:

  1. Deletes any existing automatic allocations within the specified date range for the selected filters.
  2. Identifies all released sales orders and transfer orders with outstanding quantities.
  3. Skips lines that already have manual lot assignments.
  4. Skips lines that are already on warehouse picking documents.
  5. Calculates available inventory by lot for each line.
  6. Applies the location's allocation method to sequence the lines.
  7. Applies the item tracking code's lot selection method to choose specific lots.
  8. Creates reservation entries with lot numbers for successfully allocated lines.
  9. Displays a summary of results.

Report results

After completion, the report shows:

  • Success message if all lines were allocated
  • Warning message with the count of lines that could not be allocated
  • Option to review the Lot Allocation Entries page

Reviewing Lot Allocation Entries

The Lot Allocation Entries page displays the results of the lot allocation process.

To access Lot Allocation Entries

  • The page automatically opens after running the Lot Allocation report if you select Yes when prompted.
  • Or, choose the search icon (ALT+Q), enter Lot Allocation Entries, and then choose the related link.

Actions available

Use the following actions on the Lot Allocation Entries page:

  • Open Order - Opens the source sales order or transfer order document associated with the selected allocation entry.
  • Only Show Not Allocated Lines - Filters the list to show only entries where lot allocation failed. Use this to identify lines requiring manual attention.
  • Show All Lines - Clears the filter to display all lot allocation entries.

Viewing Allocated Quantities on Sales Orders

After running the lot allocation, you can see allocated quantities directly on sales order lines.

To view allocated quantities

  1. Choose the search icon (ALT+Q), enter Sales Orders, and then choose the related link.
  2. Open a sales order.
  3. On the sales order lines, find the Allocated Quantity field.
    • This calculated field shows the total quantity with allocated lot numbers.
    • The value is displayed in the base unit of measure.

Working with Item Tracking Lines

When you open Item Tracking Lines for a sales or transfer order line, you can see the allocation status.

To access Item Tracking Lines

  1. On a sales order or transfer order line, choose Navigate → Item Tracking Lines (or use the Item Tracking Lines action).
  2. The Item Tracking Lines page opens.

Automatic Lot Allocation Status field

The Automatic Lot Allocation Status field indicates if the lot assignment was created automatically:

  • Blank - Manual lot assignment
  • Created - Automatic lot assignment
  • Locked - Automatic lot assignment (locked)
Note

Once the Automatic Lot Allocation Status field is set, it cannot be cleared back to blank. Automatic allocations are marked as Created and can be distinguished from manual lot assignments.

Common Scenarios

FIFO Allocation for All Orders

To automatically allocate the oldest lots first to all orders shipping this week:

  1. Configure Item Tracking Codes with Picking Lot Selection = Oldest Batch.
  2. Configure Location with:
    • Use Lot Allocation Picking = Yes
    • Picking Lot Allocation Method = Increasing Quantity
  3. Run the Lot Allocation report with:
    • Start Date = Monday of current week
    • End Date = Friday of current week
  4. Review Lot Allocation Entries and confirm all lines were allocated.
  5. Proceed with creating warehouse picks.

Priority Allocation for Large Orders

To allocate lots to large quantity orders first, then smaller orders:

  1. Configure Item Tracking Codes with appropriate Picking Lot Selection method.
  2. Configure Location with:
    • Use Lot Allocation Picking = Yes
    • Picking Lot Allocation Method = Per order Decreasing Qty.
  3. Run the Lot Allocation report for desired date range.
  4. Review entries - largest quantities within each order are allocated first.

Clearing and Re-running Allocations

To remove previous automatic allocations and re-run with different settings:

  1. Run the Lot Allocation report with:
    • Only delete automatic allocations = Yes
    • Set appropriate date range
  2. Adjust location or item tracking code settings as needed.
  3. Run the Lot Allocation report again with:
    • Only delete automatic allocations = No
    • Same date range
  4. Review new allocations.

Single Order Allocation

To allocate lots for one specific order without affecting others:

  1. Note the order number (e.g., "SO-12345").
  2. Run the Lot Allocation report with:
    • Order No. = "SO-12345"
    • Set appropriate date range
  3. Review allocations specific to that order.

Preventing Picking of Unallocated Lines

To ensure warehouse only picks lines that have been allocated lot numbers:

  1. Configure Location with:
    • Use Lot Allocation Picking = Yes
    • Only Pick Allocated Lines = Yes
  2. Run the Lot Allocation report for upcoming shipments.
  3. Create warehouse picks.

Only lines with allocated lot numbers will appear on pick documents.

Mixed Allocation Strategy by Item

To use FIFO for perishable items and smallest batch for non-perishable items:

  1. Create or modify Item Tracking Codes:
    • Code "FIFO-LOT" with Picking Lot Selection = Oldest Batch
    • Code "SMALL-LOT" with Picking Lot Selection = Smallest Batch
  2. Assign appropriate tracking codes to items based on their characteristics.
  3. Configure location with your preferred Picking Lot Allocation Method.
  4. Run the Lot Allocation report.

Each item is allocated according to its tracking code's lot selection method.

Troubleshooting

Lines Not Being Allocated

If the Lot Allocation report completes but shows "X lines could not be allocated," check the following:

Insufficient inventory

  • Check available inventory by lot for the item at the location.
  • Verify that lot quantities are large enough to fulfill the order line.
  • Consider receiving more inventory or splitting order lines.

Inventory already committed

  • Check if lots are already allocated to other orders.
  • Check if lots are on existing warehouse picks.
  • Review Reservation Entries for the item.

Item Tracking Code not configured

  • Verify the item has an Item Tracking Code assigned.
  • Ensure the Item Tracking Code has Picking Lot Selection set (not blank).

Order not released

  • The lot allocation report only processes Released orders.
  • Release the sales order or transfer order before running the report.

Line already has manual lot assignment

  • The report skips lines that already have lot numbers assigned.
  • Review Item Tracking Lines on the order line.

Location Not Appearing in Report

If a location doesn't appear when running the Lot Allocation report:

  1. Open the Location Card.
  2. Enable Use Lot Allocation Picking.
  3. Set a Picking Lot Allocation Method.
  4. Run the report again.

Warehouse Pick Not Including Order Lines

If lines don't appear when creating warehouse picks even though they have outstanding quantities:

  1. Run the Lot Allocation report for the order's shipment date range.
  2. If lines still cannot be allocated, manually assign lot numbers via Item Tracking Lines.
  3. Alternatively, disable Only Pick Allocated Lines on the Location Card temporarily.

Cannot Clear Automatic Lot Allocation Status Field

If you see the error message "Automatic Lot Allocation Status cannot be set to blank":

  • Delete the entire lot tracking line and re-create it manually, or
  • Run the Lot Allocation report with Only delete automatic allocations = Yes to remove automatic allocations.

Allocated Quantity Shows Zero

If the Allocated Quantity field on a sales line shows zero even after running the report:

  1. Close and reopen the sales order (the field is a FlowField and may need to be refreshed).
  2. Press F5 to refresh the page.
  3. Review the Lot Allocation Entries to confirm allocations were created.
  4. Check for error messages or warnings after running the report.
  5. Verify that allocations weren't removed by re-running the report with Only delete automatic allocations enabled.

Getting Started